***** This is an open continuous vacancy announcement. This announcement is intended as a mechanism of providing consideration for the greatest number of potential candidates. Applicants will first be referred 10 calendar days after the opening date and periodically throughout the announcement period. Final application disposition will be completed once the vacancy have been filled or the announcement reaches the end of the open period stated in the announcement. ******

Duties

Vacancy Identification Number (VIN): 12038005. Please read this announcement in its entirety before beginning the application process to ensure you submit all the required documents. See Required Document sections in this announcement before applying. Please read the application questionnaire before applying: https://apply.usastaffing.gov/ViewQuestionnaire/12038005. Federal Resume, Please READ This job opportunity announcement (JOA) will be used to fill one (1) full-time and permanent Secretary (OA), GS-0318-06 vacancy at the Lt. Col. Luke Weathers, Jr. VA Medical Center in Memphis, TN, with Pharmacy Service. The Secretary (OA) serves as a program support assistant to the Service Chief in providing program administration, clerical needs, and coordination of administrative needs for Pharmacy Service. The Secretary (OA) oversees the clerical/administrative needs for the Service, which has training, patient care, and research programs, all of which require coordination and/or oversight by the Chief, Pharmacy Service. The Service Secretary has responsibility for Pharmacy Service Administrative Programs. Duties include but are not limited to: Reviews documents prepared for signature of/or requiring coordination by the Service Chief or delegate with regards to format, grammar, attachments, and special policies of the service. Takes and transcribes meeting minutes from the Service Chief or delegate. Maintains records control on incoming correspondence and action documents by following up on work in process to ensure timely reply or action. This includes maintaining the suspense file for the Service. Maintains appropriate stock of administrative supplies / toners for Service. Reviews all incoming correspondence for the Service. Consistently communicates and treats customers (patients, visitors and all Medical Center Staff) in a courteous, tactful and respectful manner. Handles conflict and problems in dealing with the customer constructively and appropriately. Provides customers with consistent information according to established policies and procedures. Acts as a liaison for the Service Chief and other staff by providing accurate, timely advice on administrative procedures, reports, and requirements. Receives all visitors and telephone calls to Service Chief, Associate Chiefs, Administrative Officer and Pharmacy Staff. Personally handles many requests for information and resolves or assists in resolving a variety of situations including complaints made by patients and their families. Ensures providers and trainees have proper Drug Enforcement Agency (DEA) registrations or assigns suffix designations and communicates this information to all concerned parties. Assists in the coordination of all personnel activities including requests for personnel actions, updating organizational charts, seniority lists for scheduling vacations, performance evaluations, disciplinary actions, and union matters. Maintains calendar for Service Chief, departmental schedule of appointments and Conference Room calendar by adding items to the schedule and reminding key staff of appointments with a daily summary. Arranges for conferences and regularly scheduled medical center committee meetings including such matters as location, schedule, agenda, and attendance list. Assures that agendas, background material and minutes of various committees are prepared and distributed to the various committee members and that interested or involved persons are notified of meetings. Prepares minutes of various committees, singling out the action items and follows up as required. Prepares the service's central filing systems, including maintaining controls and documents relating to the recall and filing systems for ward inspections, resident recruitment, and infection control environmental testing. Replies to mail not requiring Service Chief's attention, coordinating response appropriately. Composes routine non-technical correspondence upon directive from the Service Chief and/or delegate. Ensures written communication is in compliance with HIPAA guidelines. Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables with text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. Directs all activities of timekeeping, which includes accurate recording and maintenance of information related to time and attendance. Other duties as assigned. Work Schedule: Monday - Friday 7:30 a.m. - 4:00 p.m. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD502220 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/29/2023. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-06 position, you must have served 52 weeks at the GS-05. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. In addition to the time in grade requirements listed above, the below qualification requirements must be met at the grade in which you are applying. This position requires the skills of a qualified typist. In addition to meeting the experience requirements, you must be able to type at least 40 words per minute. All candidates MUST provide a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. All candidates must submit documentation of his/her typing proficiency with their application package to clearly indicate the amount of words typed per minute. Example of a Self-Certifying proficiency statement: Date ____________ I, ______________, can type at least 40 words per minute. Signature with a pen Print/type Name You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Significant knowledge of office automation systems and a fully qualified typist to perform word processing duties. Knowledge of the duties, priorities, commitments, policies and program goals of the staff sufficient to perform assignments such as reviewing publications, directives and other materials Ability to take appropriate follow-up action; and to perform non-routine assignments such as locating and assembling information from files and documents, compose correspondence not requiring a technical knowledge and to maintain awareness of the clerical and administrative problems. Knowledge of organization policies and procedures and personnel rules and regulations in order to perform the administrative needs as required. Knowledge of spelling, punctuation, and required formats to identify and correct grammatical errors and type materials in a final form. Knowledge and skill to coordinate the work of the office with other offices. Skill in transcribing dictation. Knowledge of PC computer equipment, printers, electronic typewriters and software to provide staff support and to accomplish specific programs and projects. You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer Service (Clerical/Technical)Interpersonal SkillsManages and Organizes InformationWritten Communication Clerical - Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Computer Skills - Uses computers, software applications, databases, and automated systems to accomplish work. Customer Service - Works and communicates with clients and customers (e.g., any individuals who use or receive the services or products that your work unit provides, including individuals who work in your agency or in other agencies or organizations outside the Government) to satisfy their expectations. Committed to quality services. Interpersonal Skills - Shows understanding, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others; relates well to different people from varied backgrounds and different situations. Manages and Organizes Information - Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods. Written Communication - Expresses facts and ideas in writing in a succinct and organized manner. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is primarily sedentary, requiring sitting, standing, walking, bending, and carrying light objects. The position demands period of intense concentration and the ability to maintain control in difficult situations. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Memphis VA Medical Center 1030 Jefferson Avenue Memphis, TN 38104 US
• Name: William Hopp
• Phone: (615) 695-2215
• Email: [email protected]